Privacy and personal information protected with care and control.

AccountWorx Business Solutions (Pty) Ltd respects the privacy of clients, prospective clients, website visitors, suppliers, representatives and other persons whose personal information may be processed through the AccountWorx website or during the provision of professional services.

This Privacy Policy explains how personal information may be collected, used, stored, protected, shared and retained by AccountWorx in accordance with POPIA and other applicable South African requirements.

• Entity: AccountWorx Business Solutions (Pty) Ltd
• Registration Number: 2021/157716/07
• Practice Number: PPG01232
• Location: Alberton, Gauteng, South Africa
• Email: info@accountworx.co.za
• Phone / WhatsApp: 082 576 4868

The Information Officer for AccountWorx is Carol Lawrence.

Privacy questions, POPIA requests, correction requests, objections, access requests or concerns about personal information should be directed to the Information Officer using the contact details in this policy.

• names, surnames and contact details;
• identity numbers, registration numbers and tax numbers;
• addresses, communication records and website enquiry information;
• employment, income, payroll, tax and financial information;
• banking details where required for professional services;
• medical aid, retirement fund and deduction information where relevant to tax work;
• company, director, shareholder, member and statutory information;
• SARS, CIPC, UIF, payroll and regulatory correspondence;
• documents submitted through forms, email, upload links or digital workflows;
• technical website information such as device, browser, cookie and usage data where applicable.

Personal information may be collected directly from you, your authorised representative, your employer, your business, a company representative, a regulator, a public authority, a third-party platform, or from documents and records supplied to AccountWorx.

• website enquiry forms;
• client intake forms and questionnaires;
• tax season document requests;
• email, telephone, WhatsApp or other communication channels;
• document upload links and client workflow tools;
• SARS, CIPC, payroll, accounting or statutory compliance processes;
• website cookies, analytics and security tools where applicable.

• client onboarding, identification and verification;
• responding to website enquiries and service requests;
• accounting, bookkeeping, payroll and statutory compliance services;
• tax return preparation, provisional tax and SARS compliance support;
• SARS correspondence, verification, audit, objection, appeal and payment arrangement support;
• CIPC, beneficial ownership and statutory compliance work;
• client communication, billing, administration and record keeping;
• digital workflows, document requests, task creation and compliance follow-ups;
• legal, regulatory, professional and operational compliance.

AccountWorx processes personal information where there is a lawful basis to do so. This may include consent, contractual necessity, legal obligation, legitimate interest, protection of rights, compliance with professional obligations or the proper performance of services requested by a client or prospective client.

Where sensitive or special personal information is required, AccountWorx will process such information only where it is relevant, necessary and lawful for the service, compliance obligation or purpose concerned.

AccountWorx may share personal information where required for professional services, client instructions, compliance obligations, legal requirements or operational support.

• SARS, CIPC, FIC, UIF and other public authorities where applicable;
• accounting, tax, payroll, document management and compliance software providers;
• cloud storage, hosting, email, form, automation and workflow service providers;
• electronic signature, client intake and document collection platforms;
• outsourced bookkeeping, payroll, accounting, administrative or compliance support providers;
• professional advisers, legal representatives or regulatory authorities where required;
• authorised client representatives or other parties where authorised by the client or required by law.

AccountWorx does not sell personal information.

AccountWorx may use outsourced bookkeeping, payroll, accounting, administrative or compliance support providers where appropriate.

Where outsourced support providers assist with client work, AccountWorx takes reasonable steps to ensure that access is limited to the information required for the work, and that confidentiality and responsible information-handling requirements apply.

AccountWorx may use cloud-based software, email systems, hosting platforms, automation tools, client intake platforms, workflow systems, electronic signature tools or storage providers that may store, route, process or back up information outside South Africa.

Where cross-border processing occurs, AccountWorx takes reasonable steps to ensure that personal information is protected through appropriate safeguards, contractual terms, security measures, access controls or lawful processing conditions as required by POPIA.

AccountWorx applies reasonable technical and organisational safeguards to protect personal information and client records.

• password-protected devices and user accounts;
• two-factor authentication where available;
• controlled access to email, cloud storage and workflow systems;
• antivirus and endpoint security software;
• VPN use where appropriate;
• regular backups;
• restricted access to client folders and supporting documents;
• separation between permanent client storage and temporary transfer folders;
• controlled use of Dropbox for document transfer and collaboration;
• access controls and confidentiality obligations for outsourced support providers.

No electronic system, email platform, cloud storage tool or automation workflow can be guaranteed to be completely secure.

AccountWorx may use digital tools and automation workflows to improve client intake, document collection, workflow tracking, tax season administration, client communication and internal task management.

Automation supports administrative efficiency and compliance control. It does not replace professional review, judgement or responsibility.

The AccountWorx website may use cookies and similar technologies to support website functionality, security, forms, analytics, user experience and website administration.

Visitors should review the AccountWorx Cookie Policy for more information on how cookies and similar technologies may be used.

AccountWorx retains records for as long as reasonably required for the purpose for which they were collected, including accounting, tax, statutory, client service, legal, regulatory, professional indemnity, audit trail and compliance purposes.

Where records are no longer required, AccountWorx may archive, delete, destroy or de-identify records in a secure and reasonable manner, subject to applicable laws and operational requirements.

Data subjects may have rights under POPIA, including the right to:

• request confirmation of whether AccountWorx holds personal information about them;
• request access to personal information;
• request correction or deletion of personal information where permitted by law;
• object to the processing of personal information in certain circumstances;
• request reasons for processing where applicable;
• lodge a complaint with the Information Regulator where appropriate.

Clients, prospective clients and users are responsible for ensuring that personal information and documents supplied to AccountWorx are accurate, complete and not misleading.

AccountWorx may process information relating to children or dependants where necessary for tax, payroll, medical aid, statutory or compliance purposes and where lawful and relevant.

AccountWorx may communicate with clients or prospective clients about services, updates, compliance deadlines, tax season processes and related business information, subject to applicable consent and opt-out requirements.

This Privacy Policy may be updated from time to time. The latest version published on the AccountWorx website will apply from the date of publication.

This Privacy Policy should be read together with the AccountWorx POPIA Notice, PAIA Manual, Cookie Policy, Website Disclaimer and Terms of Use.

• Information Officer: Carol Lawrence
• Entity: AccountWorx Business Solutions (Pty) Ltd
• Registration Number: 2021/157716/07
• Email: info@accountworx.co.za
• Phone / WhatsApp: 082 576 4868
• Location: Alberton, Gauteng, South Africa